1. ABSENTEE VOTING PROCEDURES FOR UNIFORMED AND OVERSEAS CITIZENS Election Commissioners’ Association of Mississippi Annual Meeting Presented by: Liz Bolin Special Assistant Attorney General Mississippi Attorney General’s Office

2. Introduction Absentee voting procedures for Uniformed and Overseas Citizens differ from procedures used for “other” absentee voters “MOVE ACT” = Military and Overseas Voter Empowerment Act

3. Introduction (cont’d)  “MOVE ACT” Federal law passed in October, 2009  Amended the Uniformed and Overseas Citizens Absentee Voting Act (UOCAVA)  Applies to uniformed and overseas citizens voting absentee

4. MOVE Act/ UOCAVA Changes:  Transmittal timelines for absentee ballots;  The method by which a voter may receive his ballot, application, or registration form – by mail or electronically;  Ballot tracking requirements;

5. MOVE Act/ UOCAVA Changes (cont’d):  Length of time an absentee ballot request is valid;  Notary/witness requirements for absentee ballots and absentee ballot applications

6. How Does MOVE /UOCAVA affect State law ?  The state and counties must comply with UOCAVA  The Mississippi legislature amended several state statutes to reflect UOCAVA changes  Senate Bill 2642 (2010) amended Mississippi’s Armed Services Absentee Voting Law

7. UOCAVA / MOVE Act Mandates  Military and overseas voters must have option to designate how they wish to receive voter registration applications, absentee ballot applications, and absentee ballots (electronically or by mail)  Have option to designate preferred transmittal method and have ability to contact circuit clerks by email  Federal Postcard Application (FPCA) – option to designate  Materials must be transmitted according to voter’s preference. If no preference indicated, then by mail.

8. Mandates cont’d: TRANSMITTAL DEADLINE !  If a valid application for an absentee ballot is received at least 45 days before an election, ballot must be transmitted by circuit clerk NO LATER THAN 45 days before the election.  This deadline typically falls on a SATURDAY – ballots must be transmitted no later than this date. The following Monday is too late.  Applies to ballots transmitted electronically and by mail

9. Mandates cont’d:  Transmittal deadline applies to all elections including runoffs  Miss. Code Ann. § 23-15-683 allows circuit clerks to transmit ballots for both first and second elections, if necessary, at the same time.

10. Mandates cont’d: Significance of changes...  Important to give military and overseas voters adequate opportunity to cast their ballots  State law already requires all absentee ballots be available 45 days before an election.  Department of Justice is monitoring states closely to ensure compliance with the 45 day transmittal deadline and other aspects of the law.

11. Mandates cont’d: Printing Ballots...  Election commissioners need to work closely with circuit clerk to ensure ballot is approved, finalized, and PRINTED so deadline can be met  If for any reason the printer is unable to have the ballot produced, non-scanable ballots must be printed from SEMS to meet the deadline!

12. Mandates cont’d: No Notarization/Witness Requirement  UOCAVA prohibits states/counties from refusing to accept and process absentee ballot applications and ballots because of notary requirements  Absentee ballot applications and ballot envelopes from military and overseas voters are no longer required to be notarized or witnessed  Required to complete UOCAVA declaration instead

13. Mandates cont’d:  Verify that applications and ballot envelopes used for military and overseas voters have been revised to reflect the changes in notary requirements  If changes have not been made, military and overseas voters should be given specific instructions to disregard notary/witness requirements

14. Mandates cont’d: Poll manager education...  Election commissioners must train poll managers with regard to differences in processing absentee ballots from military and overseas voters  Poll managers cannot refuse to count a military or overseas voter’s absentee ballot because the envelope or application is not notarized or witnessed

15. Mandates cont’d: Multiple Applications  Absent military and overseas voters are not required to submit separate applications for each election  The Federal Postcard Application serves as a request for all elections for the calendar year in which it was submitted  A new application would be required for a new calendar year. Prior to MOVE, the application was good for two federal election cycles.

16. Mandates cont’d : Electronic Delivery of Voting Materials  States must establish procedures to allow voters to request voter registration applications, ballot applications, and ballots by facsimile or email  Mississippi previously – by administrative rule – allowed military and overseas voters to transmit ballots by email and fax  Senate Bill 2642 (2010) codified the practice

17. Mandates cont’d: Free access system...  UOCAVA requires state/counties to make available to voters a free access system to determine whether ballot was received by circuit clerk  Voters can email circuit clerk directly to verify  Current email addresses are listed on the Secretary of State’s website under the military and overseas voting section of website

18. Senate Bill 2642  Passed in 2010  Amended State laws to comply with MOVE Act/UOCAVA amendments  Made several additional changes to military and overseas voters’ absentee voting practices

19. Senate Bill 2642 cont’d: Voter Registration  An absent military or overseas voter using a federal postcard application (FPCA) or a Federal Write-In- Absentee Ballot (FWAB) may register up until 10 days prior to an election  Voter will be eligible to vote in election  Applies to spouses and dependents if also absent (Miss. Code Ann. §23-15-677; 673)

20. Senate Bill 2642 cont’d:  Federal Write-In Absentee Ballot (FWAB) may be used to register or update registration for absent military and overseas voters  Should only be used for registration purposes if information on form is sufficient to register

21. Senate Bill 2642 cont’d: Handling Ballots received by Fax or Email  Circuit clerk receives ballot via email or fax  Clerk places the ballot in a ballot envelope and fills out the required information on the envelope

22. Senate Bill 2642 cont’d: Handling Ballots received by Fax or Email (cont’d)  Clerk notes on the envelope that the ballot was received pursuant to Miss. Code Ann. §23-15-699 - NO signature required across the flap  Important for election commissioners to train poll managers on this difference in processing military and/or overseas absentee ballots

23. Other recent changes...  Senate Bill 2552 (2012)  Amended Miss. Code Ann. Section 23-15-687  Absentee ballots applications may now be signed electronically by uniformed and overseas citizens

24. Other recent changes cont’d...  Option to sign absentee ballot application electronically is especially helpful to armed services absentee voters in remote locations  Secretary of State’s office charged with adopting rules to implement acceptable form(s) of electronic signatures  Poll managers should be trained to recognize this difference in processing absentee ballots

25. Other recent changes cont’d...  S.B. 2552 (2012)  Amended Miss. Code Ann. Section 23-15-699 to allow absentee ballots cast by uniformed and overseas citizens (as defined in Section 23-15-673) to be received by the circuit clerk until 7:00 p.m. on election day  Deadline for receipt of other absentee ballots is 5:00 p.m. on Monday before election

26. Electronic Voting Support Wizard  Online ballot marking tool  Allows military and overseas absentee voters to vote without printing a ballot

27. Why is this important?  Military and overseas voters should be afforded the same voting opportunities as other U.S. Citizens  Mandatory under state and federal laws  Department of Justice is closely monitoring states and counties for compliance

28. Why is this important ?  22 Mississippi counties did not meet 45 day ballot transmittal deadline in 2010  DOJ monitored closely and brought enforcement actions in other states – required MS to take remedial action  2012 Primary - DOJ required the Secretary of State’s office survey counties for compliance with 45 day deadline

29. Why is this important?  In response to 2010 and 2012 issues, DOJ required Secretary of State to promulgate administrative rule extending deadline to receive UOCAVA absentee ballots in counties that missed transmittal deadlines  To avoid this problem in the future, counties must have ballots transmitted by deadline

30. Why is this important? Be aware of the following:  The deadline will always fall on a Saturday!  Clerks must transmit ballots (by email, fax and mail) no later than Saturday if requests have been received on or before that day!  If ballots have not been received from printer, election officials must print from SEMS in order to have them available and comply with deadline

31. Questions ? CONTACT: Liz Bolin Mississippi Attorney General’s Office 601-359-4203 lboli@ago.state.ms.us